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Agenda 01/12/2021 Item #16E3 (Administrative Reports)01/12/2021 EXECUTIVE SUMMARY Recommendation to approve the administrative reports prepared by the Procurement Services Division for change orders and other contractual modifications requiring Board approval. OBJECTIVE: To promote accountability and provide transpar ency to the public and gain the Board’s approval/ratification for various procurement -related transactions. CONSIDERATIONS: In accordance with the Board’s Procurement Ordinance 2017-08 and the Procurement Manual, the Procurement Services Division produces a regular administrative report which provides for Board approval of the following transactions: • Change Orders that do not exceed ten (10%) of the current Board approved aggregate amount, and/or require change in schedule (number of days); • Amendments to contracts; • After the fact memos from various County Divisions, as requested by the Clerk’s Finance staff for the timely process of invoices. • Other items as determined by the County Manager or designee that require Board approval. This administrative report includes the following: • Four (4) change orders that in aggregate modify contracts by $11,440.00 and add 394 calendar days to completion periods, see attached summary and backup for details; and • Zero (0) amendments this period with a fiscal impact of $0.00; and • Two (2) after the fact memos with a fiscal impact of $0.00 for additional services FISCAL IMPACT: The net total for the six (6) items is $11,440.00. LEGAL CONSIDERATIONS: This item is approved for form and legality and requires a majority vote for Board action. -JAK GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact associated with this action. RECOMMENDATION: To ratify/approve change orders and/or contract amendments and other items as determined by the County Manager or designee in accordance with Procurement Ordinance 2017-08. Prepared By: Sara Schneeberger, Procurement Strategist, Procurement Services ATTACHMENT(S) 1. 0112 Change Order Report - FY21 (PDF) 2. 0112 Change Order Backup - FY21 (PDF) 3. 0112 After the Fact Report - FY21 (PDF) 4. 0112 After the Fact Backup - FY21 (PDF) 16.E.3 Packet Pg. 1654 01/12/2021 COLLIER COUNTY Board of County Commissioners Item Number: 16.E.3 Doc ID: 14587 Item Summary: Recommendation to approve the administrative reports prepared by the Procurement Services Division for change orders and other contractual modifications requiring Board approval. Meeting Date: 01/12/2021 Prepared by: Title: Business Technology Analyst, Senior – Procurement Services Name: Sara Schneeberger 12/23/2020 1:14 PM Submitted by: Title: Manager - Procurement – Procurement Services Name: Sandra Herrera 12/23/2020 1:14 PM Approved By: Review: Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 12/23/2020 1:17 PM Procurement Services Catherine Bigelow Additional Reviewer Completed 12/23/2020 1:20 PM Administrative Services Department Michael Cox Level 1 Division Reviewer Completed 12/23/2020 1:26 PM Administrative Services Department Len Price Level 2 Division Administrator Review Completed 12/30/2020 9:20 AM Office of Management and Budget Debra Windsor Level 3 OMB Gatekeeper Review Completed 12/30/2020 9:46 AM County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 12/30/2020 11:14 AM Office of Management and Budget Laura Wells Additional Reviewer Completed 01/04/2021 10:20 AM County Manager's Office Dan Rodriguez Level 4 County Manager Review Completed 01/04/2021 11:12 AM Board of County Commissioners MaryJo Brock Meeting Pending 01/12/2021 9:00 AM 16.E.3 Packet Pg. 1655 Item page #Contract/ Grant No.Change #DateProject Name Vendor Name Division ‐ Project ManagerOriginal Contract AmountCurrent Contract Amount Current Change Order AmountRevised Contract Amount% Over Board Approved AmountContract LengthChange in length (Days)Updated contract length Change in length (%)1 1 17-7117 1 12/2/2020 SCRWTP Reactor Tank #4 Carollo Engineers, Inc. PUEPMD - Alicia Abbott $335,659.00 $335,659.00 $11,440.00 $347,099.00 3.41% 850 170 1020 20.00%2 5 18-7466 1 12/4/2020 Thomasson Dr. Beautification AECOM Bayshore CRA - Tami Scott $626,732.37 $626,732.37 $0.00 $626,732.37 0.00% 510 100 610 19.61%3 6 18-7366 4 12/14/2020MKY Apron & Associated Safety ImprovementsQuality Enterprises USA, Inc. Airport Authority - Justin Lobb $3,689,425.00 $4,157,327.20 $0.00 $4,157,327.20 0.00% 373 70 443 18.77%4 7 19-7666 1 12/16/2020 New Tamiami Well #39 Mitchell & Stark Construction PUEPMD - Tom Sivert $1,116,994.00 $1,116,994.00 $0.00 $1,116,994.00 0.00% 270 54 324 20.00%Meeting Date Total number of Change OrdersTotal Dollar ChangeTotal Change in Days1/12/2021 4 $11,440.00 39416.E.3.aPacket Pg. 1656Attachment: 0112 Change Order Report - FY21 (14587 : Procurement Services administrative reports) 1 116.E.3.b Packet Pg. 1657 Attachment: 0112 Change Order Backup - FY21 (14587 : Procurement Services administrative reports) abbott_a Digitally signed by abbott_a Date: 2020.11.23 12:39:13 -05'00' ChmelikTom Digitally signed by ChmelikTom Date: 2020.11.24 12:19:46 -05'00' ChmelikTom Digitally signed by ChmelikTom Date: 2020.11.24 12:20:03 -05'00' Steve Messner Digitally signed by Steve Messner Date: 2020.11.24 14:22:14 -05'00' Joseph Bellone Digitally signed by Joseph Bellone Date: 2020.11.25 13:29:04 -05'00' Dan Rodriguez Digitally signed by Dan Rodriguez Date: 2020.12.02 15:39:11 -05'00' SchneebergerSara Digitally signed by SchneebergerSara Date: 2020.12.07 11:23:22 -05'00' 2 16.E.3.b Packet Pg. 1658 Attachment: 0112 Change Order Backup - FY21 (14587 : Procurement Services administrative reports) South County Regional Water Treatment Plant Reactor Tank #4 Scope of Work Change Order No. 1 PROJECT BACKGROUND CONSULTANT performed the design for a new reactor tank at the South County Regional Water Treatment Plant (SCRWTP) under Contract 17-7117. The systems and facilities included in that effort included the new reactor number 4, yard piping connections, platform connection, and PLC programming (to be performed during construction). During the performance of the work, COUNTY forces excavated and took field measurements of the effluent piping of existing reactor No. 2. It was found to differ from record drawing information. Due to the hydraulic limitations of reactor 2 to treat the rated flow, the COUNTY desires the effluent piping be replaced with new effluent piping. In addition, the COUNTY desires the effluent piping of reactor 3 and the overall 42-inch reactors effluent header to be replaced. It is the intent of this change order to design the replacement of reactor Nos. 2 & 3 effluent piping as well as the 42-inch header replacement. The following tasks provide for the scope of services associated with this change order. Task VIII: Reactor No. 2 Effluent Piping Replacement Design Schematic Design CONSULTANT will prepare a schematic design for reactor No. 2 (24”), reactor No. 3 (24”), an the 42-inch header effluent pipes. The design will be based on the above ground route selected by the COUNTY in a previous meeting with a focus to minimize fittings and provide access for cleaning. Once developed, the alternative schematics will be provided to COUNTY as well as the CONTRACTOR to initiate material sourcing to minimize lead times for procurement. One review meeting will be scheduled for CONSULTANT to provide a summary of the alignment and receive input from the COUNTY’s team. Deliverables: Updated yard piping plan and detail drawing. Final Design CONSULTANT will proceed to prepare and finalize the reactor Nos. 2 & 3 and 42-inch effluent alignment design and revise the yard piping plan and detail drawing with revisions marked with clouds on the plans. The existing 24” reactor Nos. 2 & 3 as well as 42-inch pipe will be plugged and abandoned in place. Since the existing reactor No. 1 piping will remain in place, the plugging of the 42-inch header will be coordinated to remove a section so that there a large dead end section is separated from the process piping to remain. If the design cannot be accommodated in sufficient detail within the existing plans and/or the additional structural services, additional sheet(s) may be provided as necessary; however, the intent is to minimize additional documents to facilitate a cohesive construction document. The design drawings will be provided to the CONTRACTOR to develop a construction cost estimate: select demolition, materials, labor, services, and overhead and profit. CONSULTANT will review the cost estimate and provide comments to COUNTY and CONTRACTOR. If direction received from the COUNTY at the below final review meeting warrants a modification the cost estimate, one revision to the estimate will be reviewed upon submission by CONTRACTOR. The 3 16.E.3.b Packet Pg. 1659 Attachment: 0112 Change Order Backup - FY21 (14587 : Procurement Services administrative reports) design drawings will also be provided to Stantec, to coordinate with the ongoing carbon dioxide solution feed system design. Stantec will coordinate the carbon dioxide solution piping layout with the reactor effluent piping provided by CONSULTANT. CONSULTANT will respond to questions to facilitate this coordinate effort. One final review meeting will be scheduled, if necessary, for CONSULTANT to receive comments and input from the COUNTY on the final design. Once received, the design documents will be finalized and provided to the COUNTY. The design documents will form the basis of a change order for the Contractor to construct as part of the ongoing Reactor 4 project. The Stantec drawings will also be provided to the Contractor for installation as part of this change order, or a separate change order. Stantec will remain the Engineer of Record for its’ design. Deliverables: Effluent alignment design drawings, piping specification, and construction cost estimate review comments. Assumptions 1. No modifications to the effluent pipe currently penetrating the Reactors 2 & 3 wall are included. Disconnecting, plugging, and abandoning the existing unused piping is included. 2. CONSULTANT will rely on the As-builts and other available site information already provided including the EPMD Inspector Daily Observation Report prepared by Dustin Grossenbaugh on 01/21/2020 for the location of reactor No. 2 piping. 3. Paving or grading activities are not anticipated and are not included in this scope of work. Schedule The duration for the schematic design is estimated to be 10 working days from CONSULTANT’s receipt of the Notice to Proceed. The duration to complete final design will be 10 working days from receipt of COUNTY’s final comments. COMPENSATION The method of payment for this project is lump sum in the amount indicated below based upon the scope of work presented herein. If CONSULTANT or the COUNTY determines that additional services are necessary, they will be authorized separately. Task Description Budget 8 Reactor Nos. 2 & 3 and 42-inch Header Effluent Piping Replacement Design $11,440 Total $11,440 4 16.E.3.b Packet Pg. 1660 Attachment: 0112 Change Order Backup - FY21 (14587 : Procurement Services administrative reports) ĒŰ &US\Y=@\i *UAHEH@=\HUSi &US\Y=@\iã(Åó YZZ 4UYMi -YABYi*UAHEH@=\HUSi %RBSARBS\i &G=SFBiĿŰ|Ű ēŰ /]Y@G=ZBi -YABYi·õä ŮYÆñ#a#Ĕ($$Z $~ĕYŰ*bbbŰů /YULB@\i &US\Y=@\UY)HYRi +=RBi ];^ĆŰ ;]Űš Ű &US\Y=@\/YULB@\ i !Ű\%EŰ CĶ jŰ /YULB@\i *=S=FBYi+=RB! di$čĖa!a$Ť$ $¯ŰJJJcėJ* 'iI^J[IV,>Ci 0h%ŰIĐ 3/ kŰ %LU`/Ű3@M §Ű?¡Ű )2)s:92×9Ű :vÇíŰ 3@ kŰ F<Ű[.¦%³-ŰG ûŰ ¢M Ű&Űq ¨ Ű FŰ¦."yMŰ [SŰ òV)s}VØ}åŰ vÈVŰ Ą AŰF<Ű..§³-Ű G üŰ ŰH Űq S"œBŰ ŉŔL&UđŕŰ3ŝ ŖŰ¡&Ű )2)t:92Ù9Ű ĊĈŰŜLŰ āµ.%ŊŰ G Ű¸ćA/rŰ G-l ©ŰŰ?gŰNAŰ<i Ű 1ÚŰ ÛTŰ Ď-Ű<N Űgř¥Ű3ª5Ľ-Ű [?Ű ìA MŰŋśLU`şŰ 3Ş Űď-Ű )2)½:î2Ü9:Ű1zTŰ Ĺ Ű¥ŰŠ ťŰF<þŰ..ÖŰŪBŰ Ņ yŰĺ ő AŰ Ý1æŰ 1z11TŰ i Ĩ Ű? Ű@@ĲŰ?Ű &URWQB\HUSi(i=\B(iBZ@YHW\HUTEi \GBi3=ZMZi &G=SFBi =SAi0=\HUS=QBiEUYi \GBi&G=SFBi +U\H@Bi\Ui/YU@BBAi ~É77Ê(Ű -YHFHS=O ŀŰ ç8Ë(Xw8á ąī .i e%WWYU_BAi |2Ì| 9ŰÍ 7 #0B_HZBAi(=\Bi Xw8ïÎ 8#8| (i=\Bi i i &URWPB\HUSi(i=\Bf ig i h 5567i;i%#2-6 .-6& é(##ăŰ iUEi(i 1i%AABAi i898:i<i 2BOB@\i3=ZNZ %AAiSBai\=ZMZi (iBQB\D=ZNZi &G=SFBi\=ZMZi -\GBYi -6 KĳOŎD»Ű /YU`HABi=iYBZWUSZBi\Ui\GBiEUPOUaHSF"iiAB\=HOBAi =SAiZWB@HEH@iBbWO=S=\HUSY=\HUS=QBiUEi\GBi YBX]BZ\BAi @G=SFBZi\Ui\GBi \=ZMZi=SA i UYi\GBi=AAH\HUS=Pi A=cZi =AABAi HEi YBX]BZ\BA#i i aGci \GHZi@G=SFBi a=Zi SU\iHS@O]ABAiHSi \GBi UYHFHS=Oi @US\Y=@\$i =SA i i ABZ@YH?Bi \GBi KRW=@\iHEi\GHZi @G=SFBiHZi SU\i WYU@BZZBAi ýŨR Ű 6¯ņŰ4Ő!Ű4Ś!Ű Ű =£Ű_/4>lŰà"Ű;P"'ŰgŰEŰ (¾ŰŰê##Ű 0ŰPŰŰ£ĭŰ!tŰ ĻŰ;]HŰ '/&ªŰ´Űh©Ű±@ŇŰ!nŰŰŰ´e"=ŰŰ Ō«C Ű R« ¿ŰI&ĩoRŰP4Ű QCĮŦŰ D Ű O0Ű SŰ 'Ű ^`Ű 5pŰ 5SŰ Ű ±o OŰ m ŬŰ ıŰ Ű >Ű >ķ ÀŰ 7uŰ \m 0ŰľnŰf'Ű&ŰD Ű'Ű & 6&ŰDNŰ;ĂHŰŢ5 ŰDŰ"'ÁŰhŰkŰ(âŰ0ŰŰ¬0ŰPŰ !ňŰŰ/Ł BEŰŰ jelŰ4CŰQŰ"Œ°EŰ XuŰ^²6ļ'ŰK0ŰpiŰQ f%Ű6Űį ţŰŰ ūoŰNŰłfŰŰKmŰŰ 6ĸ¢ŰŰµ5'%ŰŃRÂŰ HĴŰŰ ō=Ű Ű ŰQ ÃŰ6BŰCŧŰŰ/ ŰŰ%>ńŰ4ŰŰK5Ű OŰpŰ ÞŰ /YBW=YBAi ¶öŰc+++ĘŰdċdİŏd®ę®ŰĚěŰßČúÿĜũÕĝ+++,Ğğ+ĠġĢģŰĤ ¹_ŗ Ű¤=ŰĪ!Ű¤ŰĀ²j>rŰ B÷ŰĥĦŰë,W Ï,ð,ÐW ,{,W,{ħŰ %WWYU`BAi¶øÑxÒÓxÔŭ ºŰI¬eŰI nĬŘ="ÄŰĉ"°!Ű_¨ĵ-¼Ű 3-6 6 3-('-64(6$56 ,*2,6/('"6- '02+-6$56!'"26(%6 -)+16-/6 \ùŰ**c***$ SchneebergerSara Digitally signed by SchneebergerSara Date: 2020.12.09 12:47:18 -05'00' 5 216.E.3.b Packet Pg. 1661 Attachment: 0112 Change Order Backup - FY21 (14587 : Procurement Services administrative reports) SchneebergerSara Digitally signed by SchneebergerSara Date: 2020.12.16 10:19:25 -05'00' 6 316.E.3.b Packet Pg. 1662 Attachment: 0112 Change Order Backup - FY21 (14587 : Procurement Services administrative reports) SchneebergerSara Digitally signed by SchneebergerSara Date: 2020.12.18 10:29:04 -05'00' 7 416.E.3.b Packet Pg. 1663 Attachment: 0112 Change Order Backup - FY21 (14587 : Procurement Services administrative reports) Item Page #Contract or Purchase OrderDate Description of Project Vendor Name Division ‐ DirectorFiscal Impact for Additional ServicesOutstanding InvoicesDescription1119-7646 450020305412/7/2020Site 12 and 55 ImprovementsCapital Contractors PTNE - Michelle Arnold $0.00 $40,750.00Division staff did not issue a change order to extend the contract time prior to the expiration of the time provided in the RFQ instead of the NTP.2418-7241 450020612112/21/2020Concrete Sidewalk Removal and ReplacementBonness, Inc. Road Maintenance - Albert English $0.00 $9,130.59Division staff did not issue a change order to extend the contract time prior to the expiration date.Meeting DateTotal number of After the Fact MemosFiscal Impact for Additional ServicesOutstanding Invoices1/12/2021 2 $0.00 $49,880.5916.E.3.cPacket Pg. 1664Attachment: 0112 After the Fact Report - FY21 (14587 : Procurement Services administrative reports) Instructions As per section 21 of the Procurement Manual, all purchases shall be consistent and in compliance with the Procurement Ordinance (2017-08). Should work be authorized or purchases made that is inconsistent with County policy, procedure, or contract terms, an After-the-Fact Procurement Form is required. This includes purchases made in advance of a Purchase Order, when a Purchase Order is required to authorize such activity, and purchases made under an expired contract, or for goods and services not covered by the current contract or purchase order. All such “After the Fact Procurements” will be reported to the County Manager. Requester Name: Division: Division Director: Vendor Name: Amount: Contract #: Purchase Order: Why is this deemed a non-compliant purchase? Choose one. Contract Ordinance Manual P-Card Other Details of Purchase: Explain the circumstances behind this purchase. Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable? Corrective/Preventive Action: What action is being taken to prevent this violation from re-occurring? The requestor affirms that to the best of their knowledge the information provided in this document is true. Requested by: Signature: Date: Division Director: Signature: Date: Collier County After the Fact Form Liz Soriano PTNE Michelle Arnold Capital Contractors 40,750.00 19-7646, RFQ2001-013 4500203054 ✔ The Notice to Proceed (NTP) gave 120 days to completion and the Request for Quotes under the contract, stated 90 days for completion. A Change Order was processed to add 30 more days to the NTP due date, but the Change order was requested after the 90 day term provided in the quote. Staff incorrectly thought that the NTP time period would supersede the quote time period. Additional funding was not required. Authorize the payment of invoice #1 for sites 12 and 55, in the amount of $40,750. An additional review will be completed prior to the issuance of the NTP to ensure the NTP matches the RFQ. Liz Soriano SorianoLiz Digitally signed by SorianoLiz Date: 2020.12.07 16:29:02 -05'00'12/07/2020 Michelle Arnold arnold_m Digitally signed by arnold_m Date: 2020.12.07 18:16:05 -05'00'12-07/2020 1 116.E.3.d Packet Pg. 1665 Attachment: 0112 After the Fact Backup - FY21 (14587 : Procurement Services administrative reports) 216.E.3.dPacket Pg. 1666Attachment: 0112 After the Fact Backup - FY21 (14587 : Procurement Services administrative reports) 316.E.3.dPacket Pg. 1667Attachment: 0112 After the Fact Backup - FY21 (14587 : Procurement Services administrative reports) Instructions As per section 21 of the Procurement Manual, all purchases shall be consistent and in compliance with the Procurement Ordinance (2017-08). Should work be authorized or purchases made that is inconsistent with County policy, procedure, or contract terms, an After-the-Fact Procurement Form is required. This includes purchases made in advance of a Purchase Order, when a Purchase Order is required to authorize such activity, and purchases made under an expired contract, or for goods and services not covered by the current contract or purchase order. All such “After the Fact Procurements” will be reported to the County Manager. Requester Name: Division: Division Director: Vendor Name: Amount: Contract #: Purchase Order: Why is this deemed a non-compliant purchase? Choose one. Contract Ordinance Manual P-Card Other Details of Purchase: Explain the circumstances behind this purchase. Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable? Corrective/Preventive Action: What action is being taken to prevent this violation from re-occurring? The requestor affirms that to the best of their knowledge the information provided in this document is true. Requested by: Signature: Date: Division Director: Signature: Date: Collier County After the Fact Form Melissa Pearson Road Maintenance Albert English Bonness $9,130.59 18-7241 4500206121 ✔ Work was issued allowing 30 calendar days to complete the work. The Contractor failed to request a time extension prior to the final completion date. Approval to pay Invoice No. 19284 for $9,130.59 . The current contract language allows 30 calendar days to complete the work. Collier County, JSA Reference #: Countywide – 38 (CW-38) "Sidewalk & Walkway Inspection / Marking Requirements" for sidewalk repairs has been revised to 60 business days to complete repairs. A modification to the agreement will be processed allowing 60 business days to complete the work. Melissa Pearson PearsonMelissa Digitally signed by PearsonMelissa Date: 2020.12.16 16:39:20 -05'00'12/16/2020 Albert English EnglishAlbert Digitally signed by EnglishAlbert Date: 2020.12.21 09:07:28 -05'00' 4 216.E.3.d Packet Pg. 1668 Attachment: 0112 After the Fact Backup - FY21 (14587 : Procurement Services administrative reports) 5 16.E.3.d Packet Pg. 1669 Attachment: 0112 After the Fact Backup - FY21 (14587 : Procurement Services administrative reports)